Program Coordinator - Department of Medicine, General Internal Medicine

Job Description

The Division of General Internal Medicine in the Department of Medicine has an outstanding opportunity for a Program Coordinator to join their team.

 

About this Opportunity

Reporting to the Program Director, the Program Coordinator will support a new Health Resources and Services Administration (HRSA)-funded training program, the UW Street Medicine Training Program. The overarching mission of the UW Street Medicine Training Program is to increase the number of Internal Medicine residency graduates who are prepared to compassionately and capably care for people experiencing homelessness (PEH). The program will develop and implement both foundational (all Internal Medicine residents) and in-depth (select Internal Medicine residents) training through didactic and experiential learning, leveraging relationships with a variety of community-based organizations serving PEH in the Seattle area. The program will prepare residents to understand how social determinants of health affect PEH, manage substance use disorders and other chronic diseases, work in interprofessional teams, and assist PEH in navigating legal systems and social services. The UW Street Medicine Training Program primarily involves faculty in the UW Division of GIM as well as faculty and staff in the UW Internal Medicine Residency Program.

The Program Coordinator will be the face of the UW Street Medicine Training Program. The Program Coordinator will serve as the main contact, provide project support to the Program Director and manage the day-to-day operations of the program. The Program Coordinator will function as a liaison between the Program Director, program faculty, Internal Medicine Residency Program, Internal Medicine residents and community partners; in conjunction with the residency program, they will schedule didactic curricula, manage program-related rotation schedules for residents and manage program-related resident travel. The Program Coordinator should be comfortable managing educational projects; coordinating meetings; managing timelines; overseeing budgets; and communicating with faculty, trainees, and community leaders. Familiarity with basic software, including word processing, spreadsheets and presentation programs will be necessary for project operations.

Key Responsibilities:

Program Activities (90%)

• Serve as the primary contact for the UW Street Medicine Training Program and respond to program inquiries

• Provide proactive, day-to-day support to faculty and staff as directed to maintain the teaching, research, evaluation and clinical activities of the project

• Coordinate and arrange program meetings, prepare agendas, take and distribute meeting minutes, and follow-up on action items as appropriate

• Schedule and arrange program-related training activities for Internal Medicine residents, including didactic curricula, clinical rotations and skill-based training workshops

• Arrange conference and workshop travel for faculty and trainees and manage travel reimbursements

• Reserve rooms and arrange catering and A/V needs for program-related activities, including didactics, workshops and scholarship/mentorship/community-building activities

• Maintain online program calendar

• Maintain program files, notes and other records

• Create and revise program forms for internal use

• Track completion of necessary paperwork and trainings

• Ensure confidentiality and proper management of databases

• Assist in developing and administering program evaluation materials

• Track all project related expenses and purchase required items for the project

• Review program expenses, assist in monitoring budgets and maintain routine reconciliation, in conjunction with GIM grants staff

• Assist with timely preparation and assembly of reports (include HRSA progress reports), meeting materials, and other information regarding program policies and activities

• Create standardized tools for managing recurrent tasks, communications and budgets, and organize such tools for easy access by team members

• Develop tracking tools for managing inventory (computers, software, keys, subscriptions, etc.) and updates as necessary

• Ensure the program meets and follows UW policies including those related to records retention, human subjects participation, travel approvals, procurement, etc.

• Perform other program related duties as assigned

 

Office Support (10%)

• Provide detailed administrative support to the Program Director and other key personnel (e.g., managing calendar appointments, arranging meetings and room reservations, preparing presentation materials and preparing expense reports)

• Make copies, file, fax, keep records and distribute documents as needed

• Order and maintain supplies and equipment as needed

• Troubleshoot/fix hardware, software, printer and office machine problems

 

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

• High school graduation or equivalent AND two years of experience in the program specialty.

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Requirements:

• Strong communication skills

• Experience writing correspondence, reports and meeting notes

• Experience with MS Office products (Excel, Word, PowerPoint), Outlook products, (email, Teams, and calendaring), and conferencing (Zoom)

• Strong attention to detail and timelines, excellent organizational skills, ability to concurrently manage a variety of tasks

• Flexibility and comfort with ambiguity, ability to adapt quickly to changes in work requirements and assignments

• Ability to exercise independent judgment and be creative in problem solving

• Ability to work both independently and collaboratively in a team environment

• Experience providing support to multiple individuals at any given time (e.g., calendaring and administrative support)

Preferred Qualifications:

• BA degree

• Familiarity with medical education and/or clinical research

• Experience with project management, program administration and/or health care

• Experience with UW systems (e.g., eTravel, PAS, ProCard, eProcurement, Medhub, etc.) and procedures

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,256.00 annual

Pay Range Maximum:

$63,156.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.